Introduction To Projects For Project Administrators

Oracle Financials
Training Guide
Introduction to Projects for Project Administrators
IT Services Training Team

The University of Manchester
email: its.training@manchester.ac.uk
www.itservices.manchester.ac.uk/trainingcourses/coursesforstaff
Version: 4.1
Table of Contents
1
1.1
1.2
1.3
2
3
4
4.1
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
6
7
8
9
9.1
9.2
9.3
9.4
9.5
9.6
10
10.1
10.2
10.3
10.4
10.5
10.6
10.7
11
11.1
11.2
11.3
11.4
12
12.1
12.2
12.3
13
14
15
16
17
18
19
19.1
19.2
Introduction .............................................................................................................. 4
What is a Project? ............................................................................................................. 5
RMS and Oracle Projects .................................................................................................... 5
User Roles ........................................................................................................................ 5
Interactions with Other Oracle Modules ................................................................... 6
Project Status Flows ................................................................................................. 8
Tasks ......................................................................................................................... 9
Additional Top Tasks ....................................................................................................... 10
Oracle Projects Terms ............................................................................................. 11
Key Members .................................................................................................................. 11
Customers ...................................................................................................................... 11
Agreements .................................................................................................................... 12
Service Types (HESA Code) .............................................................................................. 12
Transaction Controls ........................................................................................................ 12
Burden Schedules ............................................................................................................ 12
Project Events ................................................................................................................. 12
Logging on to Oracle Financials .............................................................................. 13
The Top Ten List ...................................................................................................... 14
Project Status Inquiry Screen ................................................................................. 15
Data Displayed on the Main PSI Screen .................................................................. 16
Drilling Down for More Data ............................................................................................. 17
Viewing Project Information ............................................................................................. 18
Viewing Commitments ..................................................................................................... 21
Viewing Commitment Details ............................................................................................ 22
Accessing Task Status ..................................................................................................... 23
Drilling Down from the Task Status Window ...................................................................... 25
Expenditure Inquiry Screens .................................................................................. 26
Searching by Project Number/Name or Task Number/Name ............................................... 26
Searching by Item Dates.................................................................................................. 27
Searching by Expenditure Batch (Project Journals) ............................................................ 27
Searching by Inventory Item ............................................................................................ 28
Searching by Transaction Source ...................................................................................... 28
Searching by Expenditure Type ........................................................................................ 29
Drilling Down from the Expenditure Inquiry Screens .......................................................... 30
My Projects ............................................................................................................. 32
Searching with a Project Number ..................................................................................... 35
Searching with the Project Name ...................................................................................... 35
Searching by Key Member................................................................................................ 35
Searching by Faculty/School Code .................................................................................... 36
PA Reports .............................................................................................................. 37
Running a Report ............................................................................................................ 37
Printing a Report ............................................................................................................. 38
Exporting a Report .......................................................................................................... 40
Help and Support .................................................................................................... 41
Document Retention Policy .................................................................................... 42
Appendix A Shortcuts and Function Keys ............................................................ 45
Appendix B Toolbars ............................................................................................ 48
Appendix C Exporting Oracle Projects Data......................................................... 49
Appendix D - Cross Reference RMS/Oracle Projects .............................................. 52
Reference Glossary ................................................................................................. 54
Accessing Documentation ................................................................................................ 54
Accessing the Live System ............................................................................................... 54
Training Guide
1
Introduction
This manual gives you an overview of Oracle Financials Projects module and introduce you to key
concepts. You will learn how to work with a research project in Oracle Projects.
This manual covers basic Oracle Projects terminology and the Project Status Inquiry screen, which is
used to view data about projects.
It is written for project administrators, in particular, for people who will create journals against
projects.
DISCLAIMERS: This course covers the centralised processes involved in

project accounting in Oracle Projects. It does not cover how to manage a
research project, how to cost or bid for grants, or how to use RMS. It does not
cover local faculty or school procedures for managing projects, nor will it train
you to be an accounting officer, if you have no previous experience.
The Oracle Financials system is still under development as this manual is being
written. Some details of the system may change in future; updated versions of
the manual will be made available on the training web site as changes are
made.
Training on Oracle Projects consists of several courses:

For Research Project Managers
Introduction to Projects for Project Managers

Project Journals
Project Invoicing
For Research Project Administrators
Page 4

Project Journals
IT Services Training
1.1
What is a Project?
Oracle Projects helps the University work with projects where:
The project has a definite start and end date outside the Universitys financial year or if the
project crosses a year end.
A specific award funds the project.
The University needs to analyse costs differently than the General Ledger activity codes. For
example, with Oracle Projects, computers can appear in Consumables for project accounting,
but in Equipment in the GL.
1.2
RMS and Oracle Projects
In future, new research projects will start in the PreAward system in RMS. After award, an interface
program will move these projects to Oracle Projects.
NOTE: Integration - The PreAward

integrated with Oracle Projects. Oracle
financial aspects of a project. RMS will
award. Research projects will start their
move to Oracle Projects after award.
portion of the RMS system will be

Projects will manage the post-award
still handle research projects prior to
life in the (PreAward) RMS. They will
Project numbers are automatically assigned by Oracle Projects. The numbers consist of a letter prefix,
plus a six digit number:
Research Projects (R)
Other Projects (P -- non-Research, non-Estates)
In this manual, we will consider Research projects only. R100034 is an example of a typical Research
project number. The same number is used as the projects General Ledger code.
1.3
User Roles
User roles determine what menu options you can view within Oracle Projects. Three user roles have
been defined for the Projects module: Project Manager, Project Administrator and Project
Inquiry. Oracle Financials calls these roles responsibilities.
This table summarises the main tasks that each user role/responsibility can perform:
Project Manager
Edit project record

Create budgets
Create journals
Create invoices
Project Administrator
View project data

Create journals
Project Inquiry
View project data
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Training Guide
2
Interactions with Other Oracle Modules
The diagram on the following page shows links between the Projects module and other modules in
Oracle Financials. Specifically, some processing, while affecting project accounting, doesnt occur
within the Projects module.
Referring to the diagram on the following page:
Oracle Projects doesnt raise requisitions or purchase orders for projects

(do this within iProc or Oracle Purchase Ordering modules)
Oracle Projects doesnt manage supplier invoices or payments

(managed within the Oracle Accounts Payable module)
Oracle Projects does create invoices and claims for projects

(data is passed to the Oracle Accounts Receivable module)
Oracle Projects doesnt manage debtor/funder receipts

(handled by the Oracle Accounts Receivables module)
However, all data relevant to a project, regardless of where initiated, passes to Oracle Projects.
Various screens within Projects allow you to drill down to the original transaction, even if when
initiated outside the Projects module.
Why is this important? One reason: Requisitions and purchase orders for projects must be entered
with the required identifying data about the project to be charged.
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Diagram Interactions with Other Oracle Modules
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Training Guide
3
Project Status Flows
In general, projects go through several stages. Oracle Projects calls a stage of the project its status.
As an example, the status flow for grants is shown below. The status flow for contract projects is very
similar.
Status Flow for Grants (Post Award)

Project setup
Fund project from agreement
Create budgets
G-Award In Prep
G-Awarded not
Activated
G-Awarded
Add costs
Create invoices/revenues
Journals
G-Pending Closed
Journals
G-Closed
The project status determines the order in which activities can be undertaken on a project; the right
column of the diagram above lists the activities occurring at each stage. Also note that it is possible to
move backwards between some stages, say from G-Pending Closed back to G-Awarded.
You will not be able to post transactions or create journals against a project until the status is set
appropriately by the Project Manager.
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4
Tasks
Oracle Projects organises projects into smaller units called tasks. By default, any project has at least
one task, the Top Task.
TIP: Tasks may seem like a strange name for what you might call the
projects activities. Remember that Oracle Projects has been designed as a
flexible system, capable of dealing with projects undertaken by anything from
construction companies to multinational corporations to universities like ours.
Task Structure
Tasks are organised in a hierarchy. For example, the tasks below could appear in a Research Council
project. The projects tasks correspond to categories normally found in claims.
Task A - Funder - Research Council

A01 - Staff
A02 - Student Maintenance
A03 - Student Fees
A04 - Fees
A05 - Travel & Subsistence
A06 - Equipment
A07 - Consumables
A08 - Miscellaneous
A99 - Indirect Costs
NOTE: Research Council projects should use the numbering scheme shown
above. If a category, such as A02 Student Maintenance is not applicable
to a project, it may be deleted, but the other subtasks, such as A03 Student
Fees will not be renumbered to close the gap. This means that similar projects
will have similar task lists, with gaps where unnecessary tasks were removed.
NOTE: fEC projects will be transferred from the RMS with an appropriate task
structure that differs somewhat from the one illustrated above. The principles
for working with tasks are the same regardless of the whether the project uses
fEC.
NOTE: The latest Task list can be found at:

http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/proj/
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Training Guide
4.1
Additional Top Tasks
Oracle Projects allows the University to analyse the finances of relatively complex research projects.
One tool for doing this is to add a second top task to a project. Here are several examples of projects
where it would be useful to have more than one top task:
Example: A project with two funder/debtors, each with its own indirect cost schedule (called the
burden schedule in Oracle). Each funder/debtor has its own task (A and B), and a different indirect
cost schedule is assigned to each funder/debtors task. fEC Projects are always set to No Indirect
Costs.
Heres a sample list of tasks for a project:
Task A Funder/Debtor UK Industry
A01:
A04:
A07:
A99:
Staff
Fees
Consumables
Indirect Costs
Task B - Funder UK Central Government

B01:
B04:
B07:
B99:
Staff
Fees
Consumables
Indirect Costs
Example: A project where another University works as a subcontractor. The project itself is assigned
to Task A; the subcontracting University is assigned to Task B. Heres a sample list of tasks for a
project:
Task A Funder/Debtor Research Council
A01:
A05:
A06:
A07:
A99:
Staff
Travel
Equipment
Consumables
Indirect Costs
Task B - Funder Other Universities Subcontractor

B01:
B05:
B06:
B07:
B99:
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Staff
Travel
Equipment
Consumables
Indirect Costs
NOTE: The last subtask, A99, B99, etc., is always reserved for system
generated Indirect Costs.
5
Oracle Projects Terms
Your User Role (Project Administrator/Project Inquiry) determines which menus you see when you
log in to Oracle Projects. Each project has Key Members assigned. Key Members work with the
project accounting data, or may be the Principal Investigator or Co-Investigator on the project.
5.1
Key Members
When a Key Member is assigned to a project, that person can access information about the project in
Oracle. Key Members can see their own projects, but not anyone elses projects.
TIP: Only Key Members on a project can access that projects record. Everyone
who needs to view a project needs to be added as a Key Member.
Each project must have one Key Member called the Project Manager. In Oracle Financials, the
Project Manager is the person who manages the project record, not the project itself! The system
allows only one Project Manager per project at any time. The Project Manager has complete control of
the project record.
Other types of Key Members include the Research Business Manager and the Research Contract
Manager.
The Principal Investigator and any Co-Investigators will be Key Members even though they may
not need to access the complex data stored in the system. This is because their names and affiliations
are used in credit split computations. Oracle computes indirect costs according to the faculty and
school splits entered for the PI and Co-Is.
TIP: Staff entering purchase requisitions do not need to be Key Members of a

project. Enter purchase requisitions in the iProc module, or manually.
5.2
Customers
Organisations that fund research projects are called Customers in Oracle Projects. In Projects,
customers have a relationship with the University. A customer can be a funder, a debtor, or a
funder/debtor for a project.
The project debtor is the organisation from which the University will receive payment. When a
project has a single customer, the customer will be either a funder/debtor, or a debtor. If invoices or
claims are to be created, there must be a customer who is a debtor.
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Training Guide
5.3
Agreements
Any project that invoices customers must have a billing agreement with that customer. (Oracle
Projects refers to invoicing as billing.). Once the agreement is recorded in Oracle Projects, it can be
used to fund a project.
5.4
Service Types (HESA Code)
In Oracle Projects, the projects HESA code is called the Service Type. Examples of Service Types
appear below.
5.5
Transaction Controls
Transaction Controls specify the types of expenditures that can be charged against a project or task.
The means that the Project Manager can set controls so that only Staff costs may be charged against
a Staff task. If Transaction Controls have not been set up there arent restrictions on what can be
charged against a task.
5.6
Burden Schedules
Oracle uses the word burden instead of overhead or indirect costs, to refer to expenses that arent
directly related to production of a particular good or service. The program uses Burden Schedules
to compute the indirect costs for non-fEC projects. Indirect costs are placed in task A99 Indirect
Costs.
5.7
Project Events
The way that we use Oracle at the University of Manchester means that Project Managers choose one
of two rules to generate revenue and invoices for a project.
Event/Event - This means that we accrue revenue and generate invoices based on things that
happen or time periods. Examples include various types of installment invoices, like profile payments,
fixed invoices, or a fixed claim amount.
Work/Work - This means that we accrue revenue and generate invoices based on the actual costs
incurred to a specific point in time.
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6
Logging on to Oracle Financials
Oracle is a web-based system. We use a standard web browser to run Oracle.

Steps to Log on:
1. Start your web browser. Go to the Universitys home page.
2. Enter finance after the Universitys URL: http://www.manchester.ac.uk/finance
3. Navigate to: Oracle Financials
4. Select the Login to Oracle Financials link as shown below.
5. Type your Username and Password.

6. Click on the responsibility you wish to use. Options appear in the right column for this
responsibility.
7. Click Project Status Inquiry in the right column. The Find Project Status window appears.
Conclusion: We are now ready to work with Oracle Projects.
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Training Guide
7
The Top Ten List
You can copy menu options that you use frequently to the Top Ten List.
Steps to copy a menu option to the Top Ten List:
1. If you wish to add a menu sub-option, double click the option to expand the menu first.
Menus with sub options have + signs in front of them, like +Expenditures or +Billing in the list
below. Here Billing has been expanded to display sub options. The Agreements sub option is
selected.
2. Click the option you wish to add, like Agreements in the list above.
3. Click the arrow. The option moves to the Top Ten List.
Conclusion: You have copied a menu option to the Top Ten List.
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8
Project Status Inquiry Screen
Once a project is underway, you can use the Project Status Inquiry (PSI) screen, to view
information about the project. The PSI screen provides a detailed snapshot about projects. An Oracle
process updates the data on the PSI screen.
Navigate To: Project Status Inquiry
Displaying a Single Project

1. Type the Project Number in the Number field.
2. Click Find. The Project Status screen appears with data about your project.
Displaying Multiple Projects

If you dont know the project number, or would like to view several projects at once, try one of these
options:
Leave all fields blank on the Find Project Status screen and click Find. All projects you are
authorised to view will appear on the PSI screen.
If you know the name of a Key Member on the project, type the surname in the Name field
and press Tab on your keyboard. Projects you are authorised to view with this Key Member
appear on the PSI screen. Click Find. The PSI screen will appear.
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Training Guide
9
Data Displayed on the Main PSI Screen
Navigate To: Project Status Inquiry
The table below shows the column heading abbreviations and the data that appears as you scroll
across the screen. All amounts shown in the PSI screen are in GBP.
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Heading Abbreviation
Heading
Ovr Bgt
Over Budget
Tot Cst Bgt
Total Cost Budget
ITD Act Cost
Inception to Date Actual Cost
Commit Amt
Commitment Amount
Tot Rev Bgt
Total Revenue Budget
ITD Act Rev
Inception to Date Actual Revenue
9.1
Drilling Down for More Data
While on the main Project Status screen, you can drill down to view other information about the
project.
1. Events - Events are not available through this button. Instead, select the Task Status button.
2. Invoices Not accessible through Projects Admin or Project Inquiry access (available with highlevel access only).
3. Commitments Use this to see commitments against the project (see page 21). To limit
commitments to ones associated with a particular task, click Task Status.
4. Project - For an overview, including classifications, customers and key members (see page 18).
5. Resource Status - Not used at University of Manchester.
6. Task Status - For information about events (if appropriate), task level commitments, actuals,
and the tasks themselves (see page 23).
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Training Guide
9.2
Viewing Project Information
To view information about a particular project from the Main PSI screen:
1. Select (highlight) the project you wish to view.
2. Click the Project button. The Project Information window appears.
Note these fields at the top of this screen:
Number Oracle Projects automatically assigns a sequential number to the project. For
research projects, the number consists of R (Research) + 6 digits.
Type G (Grant) or C (Contract) and a description of the project type.
Organization The unit within the University of Manchester that owns the project.
Examples include University Administration and EPS Faculty Office.
Trans Duration These are the earliest and latest dates that transactions can be entered
for the project. They are not the start and end dates of the project itself.
Status Stage of the project, as discussed previously.
The Classifications tab at the bottom of the screen contains two items:
Type of Project always Research for research projects
Research Programme the type of Research Programme associated with a project, such as
Clinical Trials or Research Grant.
Page 18
3. Click the Customers tab to see customer details.
4. Click the Key Members tab to see the list of Key Members.
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Training Guide
5. Click on the Header of the Project Information screen (any of the top fields).
6. Click on the Zoom icon on the toolbar.
7. A window appears showing you Additional Information about the project. You wont be able to
view the actual project but you can see the additional dates from here.
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9.3
Viewing Commitments
1. From the Project Status window, select the project you wish to view.
2. Click the Commitments button.
3. The Find Commitments window opens.
You can use this screen to limit the commitments shown. If you want to see all commitments for this
project, just click Find without completing any fields.
Limit by Supplier Name - Use the wildcard % and a keyword (e.g. %lyreco% and press Tab) to
filter the list or just type % and click the [] to get a full list of suppliers.
Limit by Expenditure Type - Use the wildcard % if you know the Expenditure Type code (e.g. 2%
and press Tab to see staff costs).
Limit by Commitment Dates - Enter a start date and an end date for the commitments you wish to
view.
Limit by Commitment Type - Click the [] to get a list of Commitment Types (e.g. Supplier
Invoices, Purchase Orders). Select the type desired, and click OK.
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Training Guide
9.4
Viewing Commitment Details
Once the commitment details are on screen, you can sort them by Supplier Name, Commitment
Date, or Commitment Type. Just click and drag the column heading to reorder the commitments as
desired.
NOTE: The Commitment Type shows whether this commitment is from a

purchase order or a requisition. The Commitment Number is the requisition
number or the purchase order number.
Fields shown on this screen include:
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Column
Notes
UOM
Unit of Measure
Expenditure Organization
University of Manchester
Approved
Ticked yes or no
9.5
Accessing Task Status
This window shows the same information as the main PSI window, but broken down by task.
1. From the Project Status window, select the project you wish to view.
2. Click the Task Status button. The Task Status window opens.
3. The window opens with only the Top Task visible.
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Training Guide
4. If there are events associated with this top task, the Events button is active.
5. Click the Events button to see the associated events.
6. Close the Event Details window to return to the Task Status window.
7. Double click the + sign in front of the Top Task letter to reveal the sub tasks.
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9.6
Drilling Down from the Task Status Window
You can view further information about a task or subtask from the Task Status window. Before
drilling down, click the task you want more information about.
1. Click Commitments, Actuals, or Task, as desired. These options are described below. (The
Events button only displays information for the top task).
2. Click Tasks to view Task Information (shown below).
3. For Subtasks you can view:
Commitments (on the same screen as shown above).
Task (same screen as shown above, but for this subtask).
Actuals - This opens the Find Expenditure Items screen (shown below)
4. Enter any criteria desired to limit the items returned and click Find. The Expenditure Item
Details screen appears.
Conclusion: You have viewed detailed data about projects.
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Training Guide
10 Expenditure Inquiry Screens
Navigate To: Expenditures > Expenditure Inquiry > Project
The Expenditure Inquiry screens let you see all expenditure on a particular project. Or you could
select the Expenditure Inquiry > All option if you dont know the project number. There are
various fields to use when searching, some are explained below.
10.1 Searching by Project Number/Name or Task Number/Name

1. Enter any criteria into one of the top fields on the screen e.g. Project Number.
2. Click Find. The Project Expenditure Items screen appears.
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10.2 Searching by Item Dates
1. Enter the Item Dates for the dates you wish to review.
10.3 Searching by Expenditure Batch (Project Journals)

1. Enter the Expenditure Batch in the correct format: USERID_yyyy_mm_ddidentifier
E.G. MTFSSGP3_2008_03_05a. The ending letter (a, b, c, etc.) indicates the first, second, etc.
batch of the day.
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Training Guide
10.4 Searching by Inventory Item
1. Enter the Stores Item Reference.
10.5 Searching by Transaction Source

1. Enter or select a Transaction Source from the list of values [].
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10.6 Searching by Expenditure Type
1. Enter or select the Expenditure Type from the list of values [].
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Training Guide
10.7 Drilling Down from the Expenditure Inquiry Screens
Once the Project Expenditure Items screen appears (shown below) you can drill further down to
see more details about transactions.
1. Click Item Details. This window will pop-up.
2. Select one of the following, these are explained on the next pages:
Cost Distribution Lines
AP Invoice
PO Receipt
Purchase Order Details
PO Receipt if available, shows you the goods receipt for the purchase order e.g. quantities
received and any corrections.
Purchase Order Details if available, shows you the purchase order details e.g. Buyer (person who
created the order), line details, Charge Accounts (finance codes) and supplier details.
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Cost Distribution Lines shows you the Debit and Credit for this transaction and the PA
(Project) & GL Periods and Dates it has been posted to.
AP Invoice shows you details of the Supplier Invoice from the Accounts Payable module. View the
Date the invoice was paid, or the Due Date, Payment Method, Invoice Amounts, Voucher
Number.
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11 My Projects
Navigate To: My Projects
Either select PA My Projects from your list of responsibilities from the main E-Business Suite home
page as shown below.
Or, if youre already in one of the Oracle screens, youll need to Switch Responsibilities. Close off
all windows so that you return to the Navigator. Click the Top Hat icon on your toolbar.
A list of the responsibilities that you have been assigned appears and you can choose which one you
want to change to. Select PA My Projects from the list then click OK.
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My Projects is a relatively new reporting tool that is designed to bring back a list of the projects that
an academic or key member is working on and then be able to drill down to the lower level detail and
transactions.
1. Upon entering the My Projects area you will be presented with a list of the projects that you are
assigned to.
2. From this screen you can click on the hyperlinks (the project numbers) and this will take you to a
task breakdown of the summary. It starts with the tasks rolled together so you will only see the
top task information. Click on the
button to expand the task list.
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3. From here you can click on the task numbers to drill to the actual costs/revenue with these tasks.
This is actually the information in the BH05/PA09 reports.
4. From the home page you can search for other projects using the project number project name,
key member name or using the faculty or school alpha code. These are explained in the next
sections.
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NOTE: The Budget status column is a simple calculation. If the budget amount
is less than the actual costs to date amount then the status column will show a
red cross, otherwise it will show a green tick.
11.1 Searching with a Project Number
1. Click the torch icon
to bring up the search screen, or enter the project number directly.
2. Click the Quick Select icon. This will bring back a list of projects matching your search criteria
and you can then use it in the same way as the My Projects list.
11.2 Searching with the Project Name

1. Click the torch icon and then change the drop down to Project Name.
2. Enter the name of the project (use the wildcard % to help with searching).
3. Use the Quick Select icon to then select this project.
11.3 Searching by Key Member

1. Click the torch icon and enter the surname in the Key Member search field.
2. Use the Quick Select as above.
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11.4 Searching by Faculty/School Code
1. Click the torch icon and then change the drop down to Code.
2. Enter the code for the school or faculty and click GO. Use the Quick Select as before.
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12 PA Reports
Navigate To: PA Reports > Discoverer Viewer
Reports in Oracle are linked to responsibilities. On the Projects Admin course we look at three Projects
reports:
PA02 - Balances - Actuals & Budgets Report

This report shows you similar detail to the Project Status Inquiry (PSI) screen. This is the same report
as the BH2 report. It shows the Project balances as per the PSI screen which is refreshed overnight.
PA09 - Transactions All Report

This report shows you similar detail to the Expenditure Inquiry screen. This is the same report as the
BH5 report. It includes revenue and expenditure transactions.
PA47 List of Projects and Tasks

This report provides details of tasks for selected projects.
12.1 Running a Report

Navigate To: PA Reports (UOM) > Discoverer Viewer
1. To open a report, youll need to use the expand or focus icons (as highlighted below).
2. From the expanded list of worksheets, choose the worksheet you wish to open the report on.
3. Enter the required Parameters and click Go to run the report.
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4. The report will be shown.
Once a Discoverer report has been run, the output can be printed or exported.
12.2 Printing a Report

1. From the Actions list at the top-left hand side of the screen, select the option Printable Page.
2. This link will display the Printable Page Options; Content and Page Setup. By default the
Content option will be selected.
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3. You can make choices as to what content you wish to have printed on the page such as titles.
4. Once you have made your choices you can click on Preview sample.
5. A sample PDF will be created which you can view first, and then click on the Printable PDF
button to generate a complete PDF document.
6. Once you have viewed the PDF, close it and click on Printable PDF.
7. The PDF will be created. Click on the link to view, save and print as appropriate.
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12.3 Exporting a Report
1. From the Actions list at the top-left hand side of the screen, select the option Export.
2. The export link allows you to export to different formats. Use the drop down menu to choose the
export type.
3. Once you have chosen the file type click on Export.

4. The export will be ready to view. Click on the Click to view or save button.
5. A File Download dialogue box opens according to the file type you have chosen. You can
choose to Open it and then save to a specified area on your computer, or choose to Save it
straight away.
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13 Help and Support
The support model for the Oracle Financials system is as follows:
1. Check the Oracle Financials web site for the answer.
Look at the Top 10 FAQ's, and the Training Material and FAQ's for the area you are having
problems with.
If you are not able to find the answer here, then go to step 2.
2. Contact your Frequent User.
3. Raise a Support Call.
Once your frequent user has been contacted, and agrees that the problem cannot be solved
locally, a support call should be logged. There is a new link on the Oracle Financials Help and
Support web page to log a support call:
http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.html
As part of the process to log the support call, you will have to verify that you have checked the
website and spoken to a frequent user. Once you have ticked these boxes, you will have to
categorise your call from a selection in a drop down box. This will ensure that the call is directed
appropriately. Any call logged which is capable of being dealt with locally will revert to the user for
solution.
4. My password needs changing or I have forgotten my password
A new web page has been placed on the Oracle Financials website to direct users to an email
address under the control of the IT service desk, who will continue to deal with password
changes.
5. Your Access
Your Oracle access may take several days to come through. If you havent received your access
after several days, you must log a support call (see section 3 above).
New users you will receive an e-mail with your username, password & the link to the Live
system. You will be prompted to change your password the first time you log in.
Existing users you will see your new responsibility e.g. PA Projects Admin added to your list.
NOTE: The information above can be found on the Universitys Finance

web pages. Go to: http://manchester.ac.uk/finance and then
select Oracle Financials.
Page 41
Training Guide
14 Document Retention Policy
This document is intended to guide users as to what paper documents they need to store, where they
should be stored, and for how long.
Procure to Pay
Type of
document
Requisitions
Where kept?
How long?
Any further comments
Not required to be
kept, unless full
details are NOT
entered onto the
system
6 years plus current

year, or if a grant or
contract in accordance
with the terms and
conditions
of
that
grant or contract
Orders
Delivery notes
Purchase
invoices
Purchase
credit notes
Page 42
Not required if
electronic
approval. If
manually signed,
copies need to be
retained.

with the terms and
conditions of that
grant or contract
Local storage in
schools/
departments
Local storage in
schools/
departments
3 years
Local storage in
schools/
departments

with the terms and
conditions of that
grant or contract
with the terms and
conditions of that
grant or contract
Electronic requisitions are stored

on the Oracle system no paper
required.
If a requisition starts life in paper
format, if all details, including who
requested the items, are entered
onto a requisition or an order in
Oracle, it does not need to be
stored, as the electronic record
will be complete.
If the original document is paper
format, and all the information is
not held on the system, the paper
copies must be retained
Orders which start life as
electronic requisitions will be
stored electronically on the system
with all supporting information, so
local storage is not required.
If the order was approved
manually by signature, the paper
copy needs to be retained as
evidence of approval.
This is a key document for audit/VAT

reasons that departments must be
able to produce as and when required.
This is a key document for audit/VAT

reasons that departments must be
able to produce as and when required.
Accounts Receivable
Type of document
Sales orders
Where kept?
Local storage in
schools/departments
Contracts with
customers
Local storage in
schools/departments
(high value
contracts original
paperwork may be
stored centrally)
Not required
Sales invoices
Sales credit note
Remittance advice
received with payment
Bank Giro Credits
Manual (paper)
receipts
Source direct debit

instructions (for
collections)
Signed copies need

to be retained in
departments
Centrally stored,
and also stored
locally by
departments who do
their own banking.
Centrally stored,
and also stored
locally by
departments who do
their own banking.
These are manual
receipts given to
customers to
acknowledge receipt
of cash.
These are usually
only kept centrally,
for Accommodation
office and SSC
How long?
Retain until
the debt has
been fully
paid, or the
contract is
ended.
Life of the
contract plus
the period of
obligations

Keep these if they are available, as
they are required to be produced if
legal action is needed to recover a
debt. Reference them locally by the
sales invoice number generated by
the system.
Please make sure all information on

the system is complete.
2 years
6 years plus
current year,
or if EU grant,
life of grant
plus 3 years
6 years plus
current year,
or if EU grant,
life of grant
plus 3 years
6 years plus
current year,
or if EU grant,
life of grant
plus 3 years if
needed.
6 years
This is the paper document issued

by the bank when cash/cheques are
paid in.
In most cases the receipt will be
generated electronically by the
system, and no paper record is
needed. This only applies if a
paper based receipting system is in
operation.
Page 43
Training Guide
Projects
Type of document
Project journals
Where kept?
Not required
Claims documentation
How long?

Not required providing all
information is entered onto the
electronic record.
6 years plus
current year,
or if EU grant,
life of grant
plus 3 years if
required
General Ledger
Type of document
Journals
Where kept?
Not required
How long?
Petty cash imprest

forms
Kept in the
centre when the
cash float is
reimbursed.
6 years

Please make sure all information on
the system is complete, and any
supporting information for the journal
is attached to the electronic record as
an attachment prior to the journal
being posted.
Other
Type of document
Bank statements
Page 44
Where kept?
Centre
How long?
6 years
15 Appendix A Shortcuts and Function Keys
Description
Block Menu
Clear Block
Clear Field
Clear Form
Clear Record
Commit
Count Query
Delete Record
Display Error
Down
Duplicate Field
Duplicate Record
Edit
Enter Query
Execute Query
Exit
Help
Insert Record
List of Values
List Tab Pages
Next Block
Next Field
Next Primary Key
Next Record
Next Set of Records
Previous Block
Previous Field
Previous Record
Print
Return
Scroll Down
Scroll Up
Show Keys
Up
Update Record
Shortcut Key
Ctrl + B
F7
F5
F8
F6
Ctrl + S
F12
Ctrl + Up
Shift + Ctrl + E
Down
Shift + F5
Shift + F6
Ctrl + E
F11
Ctrl + F11
F4
Ctrl + H
Ctrl + Down
Ctrl + L
F2
Shift + Page Down
Tab
Shift + F7
Down
Shift + F8
Shift + Page Up
Shift + Tab
Up
Ctrl + P
Return
Page Down
Page Up
Ctrl + K
Up
Ctrl + U
Page 45
Training Guide
Menus: File Menu
Command
New
Open
Save
Save and Proceed
Next Step
Export
Place on Navigator
Log on as a Different User
Switch Responsibility
Print
Close Form
Exit Oracle Applications
Description
Creates a new record in the active form
Opens the detail screen for the selection
Saves any pending changes in the active form
Saves any pending changes in the active form
and advances to the next record
Updates the workflow in the navigator by
advancing to the next step in the process
Exports information in your form to a browser
Creates an icon in the Documents tab of the
Navigator which can be used to recall the active
form
Allows you to log on to as a different user
Allows you to change the responsibility
Prints your current window
Closes all windows of the current form
Quits Oracle Applications
Edit Menu
Command
Undo Typing
Cut
Copy
Paste
Duplicate Record Above
Duplicate Field Above
Clear Record
Clear Block
Clear Form
Delete
Select All
Deselect All
Edit Field
Preferences Change Password
Preferences Profiles
Page 46
Description
Undoes any typing done in a field before the field is
exited
Cut
Copy
Paste
Copies all values from the prior record
Copies all the values of the current field
Erases the record from the current field
Erases all records from the current block
Erases any pending changes
Deletes the current record from the database
Selects all records
Deselects all selected records except for the current
record
Displays the Editor window for the current field
Displays the Change Password dialogue box
Displays the Profiles window
View Menu
Command
Show Navigator
Zoom
Find
Find All
Query by Example
Query by Example
Query by Example
Query by Example
Enter
Run
Cancel
Show Last Criteria
Query by Example Count Matching Records

Record First
Record Last
Translations
Attachments
Summary/Detail
Description
Displays the Navigator window
Invokes custom defined zooms
Displays the Find window
Retrieves all records
Opens Enter Query mode to enter search criteria
Runs the query
Cancels the query
Recovers the search criteria used in the previous
query
Counts the number of records that would be
retrieved if you ran the current query
Moves the cursor to the first record
Moves the cursor to the last record
Displays the translations window
Displays the attachments window
Switch between the summary and detail views of
a combination block
Tools Menu
May contain up to 15 product-specific entries
Window Menu
Command
Cascade
Tile Horizontally
Tile Vertically
1 (Title of Open Window)
Description
Displays any open windows in a cascaded
fashion
Displays any open windows in a horizontally tiled
fashion
Displays any open windows in a vertically tiled
fashion
Displays a list of open windows titles in the order
in which they are stacked
Help Menu
Command
Window Help
Oracle Applications Library
Keyboard Help
Record History
Description
Displays help for the current window
Displays a window that lists all available Help text
Displays the current mapping of specific functions
and menu options
Displays information about who created and
updated the current record
Page 47
Training Guide
16 Appendix B Toolbars
New
Find
Show Navigator
Save
Next Step
Switch Responsibility
Print
Close Form
Cut
Copy
Paste
Clear Record
Delete
Edit Field
Zoom
Translations
Attachments
Folder Options
Window Help
%
Page 48
Wildcard used in searching
17 Appendix C Exporting Oracle Projects Data
Exporting Data
Many screens in Oracle Projects allow you to export data. To check whether data from a particular
screen can be exported, select File > Export on the menu. If Export is greyed out, you cannot export
from this screen.
Selecting Export brings up the following dialogue box:
If you select Open, the file opens in Notepad. Sample data appears below. This is fine if you just
want a quick printout of the data.
To work with the data in Excel:

1. Select Edit > Select All from the menu (shortcut: press CTRL+A).
2. Select Edit > Copy (shortcut: press CTRL+C).
3. Open a blank Excel worksheet.
4. Select Edit > Paste (shortcut: press CTRL+V) and paste the data into Excel.
NOTE: Remember that this is a snapshot of your data. It will not update if the
data in Oracle Projects changes.
Page 49
Training Guide
Shortcut: Change the File Association
The export file has a .tsv extension, which will probably be associated with Notepad on your
computer. If you have sufficient rights on your computer, you can change the file association so that
the file will automatically open with Excel.
To do this:
1. Select File > Export within Oracle Projects. The File Download dialogue box appears.
2. Click Save. The Save As box appears.
3. Save the file to My Documents. Note the filename (fnd_gfm.tsv).

4. Open My Documents. Right click the file and select Open With.
Page 50
5. Click Choose Program. The Open With dialogue box opens.
6. Select Microsoft Office Excel.

7. Tick Always use the selected program to open this type of file. Be sure to tick this option,
or your computer will not remember that you want to use Excel with this type of file (see previous
page for a screen shot example of this).
8. Click OK.
Saving the Excel File

If you want to work with this file again, be sure to save it as an Excel file. To do this:
1. Select File > Save As. Give the file an appropriate name.
2. Change Save as type to Microsoft Excel 97 Excel 2003 & 5.0/95 Workbook.
3. Click Save.
Page 51
Training Guide
18 Appendix D - Cross Reference RMS/Oracle Projects
Thanks to Annette Crossley for compiling the initial data on which this cross reference is based.
RMS Screen
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Basic
Details
Details
Details
Details
Details
Details
Details
Details
Details
Details
Details
Details
Details
Basic Details
Basic Details
Basic Details
Basic Details
App App
Ext Part
Sponsors
Application Reference
Faculty
School
Title
Planned Start Date
Award Date
Actual Start Date
Duration
Expected End Date
Final Accounting Date
Starting Cert Date
Programme Scheme
Status
Approval Form (RGC10, Blue Form,
PanMan)
Res A/cs Officer
Currency
Award Total
Appointments Approvals
External Participants
Funder
Sponsors
Sponsors
Sponsors
Funder/ Debtor Ref

Funder VAT Status
Source of Funds
Page 52
PSI Screen
PSI Screen
PSI Screen
PSI Screen
Projects
Projects
Projects
Projects
Projects
Projects
Projects
PSI Screen
Projects
ORACLE PROJECTS
TO VIEW
Project
Description
Project
Project
Project
Long Name
Main Screen
Flexfield
Main Screen
Flexfield
Main Screen
Flexfield
Main Screen
Flexfield
Main Screen
Flexfield
Main Screen
Transaction End Date
Tasks
Flexfield
Project
Classifications
Main Screen
Projects
PSI Screen
Projects
PSI Screen
Main Screen
Project
Currency
Project
PSI Screen
Project
PSI Screen
Project
Project Funding
Enquiry
Where Funder is different from Debtor
PSI Screen
Task Status
Flexfield
Key Members
Key Members
Customers
VAT info not needed.

Task
Class Code
RMS Screen
Sponsors
Sponsors
Sponsors
Debtor
Debtor Address
Debtor VAT Status
PSI Screen
Projects
Projects
Sponsors
Investigator
Investigator
Investigator
Investigator
Investigator
Investigator
Investigator
Investigator
Cost Headings
Cost Headings
Indirect Cost Policy by Project

PI
PI School
PI % Credit
PI RAE UoA
Co-I
Co-I School
Co-I % Credit
Co-I RAE UoA
Budget
Indirect Costs by Cost Headings
Projects
PSI Screen
Projects
Projects
Projects
PSI Screen
Projects
Projects
Projects
PSI Screen
Projects
Claim Profile
Claim/ Invoice Schedule
Projects
Claim Profile
Claim Type
Profiled Amount for Installments/ Fixed
Claims
Invoice Numbers & Amount
Claim Transactions
Payroll Details
Indirect Costs Debit Split
Indirect Costs Credit Codes
Indirect Costs Credit %
Claim Profile
Claim Profile
Claim Profile
Claim Profile
Ind Cost
Ind Cost
Ind Cost
ORACLE PROJECTS
TO VIEW
Project
Customers
Customers
Tasks
Flexfield
Burden
Costing Burden
Multipliers
Schedules
Project
Key Members
Zoom Icon
Zoom Icon
Zoom Icon
Project
Key Members
Zoom Icon
Zoom Icon
Zoom Icon
Options
Costing Burden
Schedules
Projects
Tasks
Burden
Multipliers
Billing
Information
Billing
Information
Billing
PSI Screen
Events
Invoices
Project
Projects
Projects
Projects
Zoom Icon
Zoom Icon
Zoom Icon
Billing Setup
Billing Setup
Page 53
Training Guide
19 Reference Glossary
19.1 Accessing Documentation
All of our Training Guides and Supplementary Material can be downloaded from the IT Services
Training Team website at:
http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/
19.2 Accessing the Live System

The live system can be accessed via the following link and then select Login to Oracle Financials:
http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml
Page 54

Introduction To Projects For Project Administrators

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Introduction To Projects For Project Administrators

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Oracle Financials

Introduction to Projects for Project Administrators

IT Services Training Team

DISCLAIMERS: This course covers the centralised processes involved in

Training on Oracle Projects consists of several courses:

Introduction to Projects for Project Managers

For Research Project Administrators

Introduction to Projects for Project Administrators

Oracle Projects helps the University work with projects where:

A specific award funds the project.

RMS and Oracle Projects

NOTE: Integration - The PreAward

portion of the RMS system will be

Research Projects (R)

Other Projects (P -- non-Research, non-Estates)

Edit project record

View project data

View project data

Interactions with Other Oracle Modules

Oracle Projects doesnt raise requisitions or purchase orders for projects

Oracle Projects doesnt manage supplier invoices or payments

Oracle Projects does create invoices and claims for projects

Oracle Projects doesnt manage debtor/funder receipts

Project Status Flows

Status Flow for Grants (Post Award)

Task A - Funder - Research Council

NOTE: The latest Task list can be found at:

Additional Top Tasks

Task B - Funder UK Central Government

Task B - Funder Other Universities Subcontractor

Oracle Projects Terms

TIP: Staff entering purchase requisitions do not need to be Key Members of a

Service Types (HESA Code)

Logging on to Oracle Financials

Oracle is a web-based system. We use a standard web browser to run Oracle.

5. Type your Username and Password.

The Top Ten List

Project Status Inquiry Screen

Displaying a Single Project

Displaying Multiple Projects

Data Displayed on the Main PSI Screen

Navigate To: Project Status Inquiry

Tot Cst Bgt

Total Cost Budget

ITD Act Cost

Inception to Date Actual Cost

Tot Rev Bgt

Total Revenue Budget

ITD Act Rev

Inception to Date Actual Revenue

Drilling Down for More Data

Viewing Project Information

Note these fields at the top of this screen:

Type G (Grant) or C (Contract) and a description of the project type.

Status Stage of the project, as discussed previously.

Type of Project always Research for research projects

3. The Find Commitments window opens.

Viewing Commitment Details

NOTE: The Commitment Type shows whether this commitment is from a

Fields shown on this screen include:

Accessing Task Status

3. The window opens with only the Top Task visible.

Drilling Down from the Task Status Window